Rules and Regulations

1. These rules have been prepared for the benefit of all consultants and project coordinators. The Director NITT and Dean IC & SR hope that this will be of benefit to all those who are actively associated in the consultancy and sponsored research and other related projects / programmes of our Institute.

2.1. The National Institute of Technology, Tiruchirappalli, has been interacting with industries, research organisations and governmental agencies for taking up consultancy and sponsored research projects. These are either referred to the Institute or are sanctioned based on specific project proposals submitted by the faculty members. Such projects pose considerable scientific, technological and academic challenge to the faculty and students of our Institute. Further the academic programmes of the Institute are strengthened by such active interaction with the industries.

2.3. The projects or assignments coordinated by the IC & SR are divided into two types:

2.3.1. Industrial Consultancy Projects:Projects that can be executed and problems that can be solved readily, utilising the professional knowledge and expertise of the staff are classified as consultancy assignments. The Institute facilities may be used for research work, theoretical analysis or experimentation required for generating sufficient information and data for this problem solving operation, but these assignments are heavily dependent on the existing know-how and skill of the staff concerned. These are mostly related to the application of an already known technology.

2.3.2. Sponsored Research Projects: These are R & D projects sponsored by Government agencies, industries or other institutions with a view to generate new knowledge, to develop a new technological process or to create new products. Considerable amount of studies and research/development work may have to be put in by the investigators to solve the problem and as such these projects are considered as R & D projects. These are long term assignments in emerging areas and in highly specialised fields of Science and Technology.

2.4. The procedures to be followed for undertaking such projects, the administrative controls exercised and the remunerations and incentives given to the staff for undertaking such inter institutional projects are described here.

INDUSTRIAL CONSULTANCY

3. A consultancy assignment is taken up when a client, generally, an industry or an institution approaches -NITT with a specific problem. The consultancy project is evolved through mutual discussion between the client and the consultant. This includes the problem definition, cost, time frame, scope etc. Further the consultant has to identify the type of consultancy, which he is to render and assemble a team of faculty members, if required. The details of each type of consultancy and the kind of benefit that can result from each type to the consultant and client are described in following sections.

Types of Consultancy

4. The following four types of consultancy projects namelyInstitutional Consultancy (IC), Retainer Consultancy (RC), Research Based Industrial Consultancy (RBIC) and Technical Services (TS) are undertaken by NITT.

Institutional Consultancy (IC)

5.1. These are consultancy assignments carried out at the Institute mainly utilising the existing facilities, knowledge or expertise of the consultant. There is very little research content in it. The following are the special features of this type of consultancy.

5.2. Facilities of the Institute can be utilised for the assignments.

5.3. Purchase of materials and employment of staff specifically for the project and travel under the assignment are permitted.

5.4. Availing of external assistance and subcontracting permitted.

5.5. Students can be employed on part time basis

5.6. Any know-how developed as a part of the consultancy assignment will be the property of the client. Patent if any can be taken jointly with the client.

5.7. Wherever necessary, a Memorandum of Understanding can be signed between the Institute and the client explicitly stating the terms and conditions for the award and execution of the project. The institute will not give any Bank guarantee or Indemnity Bond for the money received from the clients.

5.8. The approval form for Industrial Consultancy is given inAnnexure I.

Sharing of earnings and distribution.

6.1. 15% of the receipts will be taken as overheads out of this, 12% will be credited to the Institute’s Corpus Fund and 3% will be credited to the IC&SR Fund. Out of the balance available after expenses in the project, 10% will be taken by the Institute (8% to Institute account and 2% to ICSR account), 10% by the Department for Department Fund, and the balance including 5% to Central Administration is to be distributed.

6.2. Proposal for distribution of earnings from Institutional consultancy as given in Annexure III should be submitted to the Dean IC&SR for approval and disbursement.

7.1. These are consultancy assignments in which the client seeks the technical advice of the faculty and academic staff of the Institute. This may be carried out either at the Institute or at the premises of the client, but no Institute facility can be utilised. There is no separate format for approval of these assignments. Letter from the client and request from the consultancy will be processed and a letter will be issued to the client. These assignments have the following features:

7.2. The consultancy charges are worked out on equivalent man-day basis.

7.3. The number of days required for consultancy must be mutually decided by the consultant staff member and the client.

7.4. The approval form for RetainerConsultancy is given inAnnexure I

Sharing of earnings and distribution.

8.1. The pattern of distribution of the consultancy charges to the staff is the same as that for the Institutional Consultancy (Annexure III).

8.2. The overhead charges and distribution of money are same as that of Institutional Consultancy.

Research Based Industrial Consultancy (RBIC)

9.1. These are consultancy assignments, which have sizeable research content. The approval form is given in Annexure II.

9.2. These assignments have the following features:

The project proposals are submitted jointly by the faculty consultant and the client.

9.3. All the Central facilities of the Institute can be utilised for which financial allocations are to be made in the project.

9.4. Equipment purchases are allowed.

9.5. Consultancy assignments are often taken up to solve an immediate problem, to verify a specific design, to undertake specialized testing and to design and develop certain components or structures. Sponsored research is focused on basic sciences or on applied areas where certain fundamental investigations are to be taken up. These Sponsored Research schemes are long term assignments in highly specialized fields for which the application areas are only slowly developing in our country.

9.6. Between industrial consultancy and sponsored research, one can identify a number of practical projects, which are of current or immediate relevance to the industries. These may require applied research and development of a continuous nature to bring out results of real benefit to the industries. Such projects need not be focused towards a product but can also be on a general concept or an idea. These problems are not the types suited for normal consultancy and at the same time are difficult to be formulated as a sponsored project to be funded by other agencies. Hence, a scheme to accommodate this class of problems which are of relevance to our industries has been formulated by NITT under the title Research Based Industrial Consultancy. Under this, an industry or a group of industries can jointly sponsor a project of interest to them in an area where they agree to share the know-how generated. The industry will pay a specific sum every year. The project duration will be for a period ranging from six months to three years. It can be extended further, if required.

9.7. In this approach emphasis will be on research to widen the knowledge and to develop new avenues for development. Judicious planning can provide excellent benefits to the industries. This could be linked up with technology upgradation, transfer of know how, foreign collaboration, etc. Such studies could give the industries an insight into the new technologies, which are likely to replace the existing one. By associating their personnel with this scheme there is bound to be specific benefits for the industry in the long run.

Submission of Proposals:

10. RBIC is to be initiated based on a proposal, formulated either by an industry or a faculty member of the Institute on a topic / area / field, which has a definite research content and project goal. Whoever may be the initiator, the final proposal is to be a joint one of the faculty and the industry. Provision is there for more members of the faculty or a number of industries to be associated with such proposals.

Contents of the Proposal:

11.1.The following details namely, Brief Title of the proposed RBIC project, Name(s) and designation of the investigators from NITT, Name and address of the Industry(ies) supporting the Project, Name and designation of the Industry's representative in the project, Duration of the Project (in months and years), Total Budget and year wise distribution of total budget are to be given in the proposal:

11.2. Introduction and Origin of the proposal, Project Objectives, Project details like Preamble, Details of the Project, Requirements including manpower and minor equipment, Organization, planning and execution strategy , Time schedule, Detailed budget, Major equipment, if anyand Expected outcome

Approval of the Proposal:

12. The project in its final form is to be approved by the Dean, IC & SR for implementation. On approval, an Agreement is to be signed by both the parties indicating the scope, time schedule, financial outlay and other relevant matters.

General Guidelines:

13.1. With the payment of the sum and on a date agreed upon, the Project Commences.

13.2. The project will have a Co-ordinator or Co-ordinators. They normally are the faculty or staff members who have initiated the Project. The industry has to nominate one or more persons from their organization who can interact with the Co-ordinator(s) in implementing the Project. It can even sponsor an engineer to work at the Institute in the Project. The financial implication of this will have to be taken care of during the formulation of the project.

13.3. These Projects are to be administered by NITT through IC&SR, as per the rules and regulations stipulated.

13.4. Regular progress report on the Project is to be submitted to the industry without fail. Any invention or patent taken will be a joint effort.If more than one industry is involved, all will have rights, as stipulated in the Agreement to be signed at the time of sanction of the Project. Further processing of the patents will be taken up jointly by the industry and the Institute, if there is a need for it.

13.5. Publication of the result in the form of technical papers in reputed journals can be done with the concurrence of the industry.

13.6. The Institute will take care to keep the secrecy, if required, within its ability under the prevailing academic environment.

13.7. Project execution is not to be tied up with penalty clauses. However, if both the parties agree, it may be terminated and the accounts settled as on the day of termination.

13.8. The Co-ordinator can appoint personnel to work in the project as per the norms of the Project appointment at NITT. During the selection, if required, the industry representative can also be present. As mentioned earlier, the industry can also sponsor its engineer / scientist, to work on the project.

13.9. The proposed budget for the project should include all these major heads, including Contingencies.

Sharing of earnings and distribution:

14.1.15% (12% to Institute’s Corpus fund and 3% to IC & SR corpus Fund) of the receipts will be taken as overheads. Out of the balance available after expenses in the project, 15% will be taken by the Institute (12% to Institute’s account and 3% to ICSR account), 15% by the Department for Department Fund and the balance is to be distributed including 5% for Central Administration.

14.2. Proposal for distribution of earnings from Research Based Industrial Consultancy is given in Annexure IV.

Technical Services (TS)

15.1. These are assignments such as testing of material, calibration of instruments, etc. The rates for the different types of tests may be standardized by each department based on the National Laboratories.

15.2. 20% of the receipts will be taken as overheads out of this, 15% will be credited to the Institute’s Corpus and 5% will be credited to the IC&SR Fund. Out of the balance available after expenses in the project, 25% will be taken by the Institute (15% Corpus Fund and 10% Department) 5% to Central Administration and the balance is to be distributed.

15.3. Proposal for distribution of earnings from technical Services is given in Annexure V.

How to Apply for Approval

16.1. The consultancy assignment may be taken by individual staff member who will be the consultant of the project. If more than one consultant is involved in the execution of the programme, one of them (first listed faculty) will be considered as principal consultant. The work can commence only with a written request, received from the client. The coordinator in consultation with the client and other consultants works out the consultancy charges based on the amount required for the materials to be purchased, staff to be employed, the equipment to be utilised and for the time of the consultants and other staff involved. They also agree the time frame and the results to be achieved from the assignment. The consultant then applies in the prescribed format (Annexure I for IC/RC and Annexure II for RBIC) to the Dean, IC & SR for approval. The consultant should ensure that all relevant documents are enclosed along with the proposal form.

16.2. Retainer Consultancy / Technical Services - There is no separate format for approval of these assignments. Letter from the client and request from the department will be processed and a letter will be issued to the client.

16.3. The work shall commence only after the Dean approves the assignment and a number is assigned to the work. Revisions on duration or value of the assignment can be permitted generally with the concurrence of the client.

17.1. The Institute provides the following administrative support and accounting facilities for carrying out the consultancy assignments:

17.2. The Dean, IC & SR sanctions expenditure, recruitment of staff and distribution of honorarium to the consultants and Institute staff. For purchase of material and equipments the Institute rules shall apply.

17.3. The IC & SR maintains all the accounts with regard to the consultancy assignments. All consultancy charges received directly by the department isto be forwarded to the Dean (IC&SR) office forremittanceinto the Institute account.

17.4. Temporary advance upto Rs. 10000is sanctioned by the Dean, IC & SR for minor purchases and incidental expenses. The consultant must settle these accounts within one month from the drawal of advance.

17.5. An imprest amount subject to a maximum of Rs. 5000/- per project is sanctioned by the Dean, IC & SR on the request of the investigator. This can be operated by the PI / CI. The imprest can be utilised for petty purchases, contingencies etc and should be chargeable to sub heads like consumables or contingencies only and the specific sub head should be indicated in the recoupment account. The imprest can be periodically recouped by giving the upto-date statement of accounts along with all the bills and vouchers duly certified. The accounts can be directly settled with the Accounts Section

Progress of Consultancy

18. Some of the clients organise review meetings to monitor the progress of the consultancies. The copies of the letters sent to clients about the progress of the project and the minutes of the review meetings, requests made for extension of the consultancies are to be forwarded to IC & SR for record purposes. Proforma for furnishing review status of projects/consultancy assignments is given in annexure VI.

19. The date of prospective closure of the Project is determined as given in the approval form. If the project is to be extended, prior approval of Clients is to be obtained and sanction obtained from Dean IC & SR. Consultancy is treated as closed when the final distribution is made. Along with final distribution proposal, the format given in Annexure VI is to be sent for record purposes.

Incentives to the Consultants

20.1. There is no ceiling on the amount that can be earned by the consultant, through consultancy assignments.

20.2. Telephone charges upto Rs. 750 per month as per Institute’s rules out of department Fund may be paid for the duration of the consultancy.

20.3. Membership (life or annual) of a professional body and subscription to journals upto a ceiling of US $ 200 per year may be permitted from the Department fund but renewal charges should be met by the Consultants themselves.

20.4. Expenses towards the visits abroad for presentation of papers/attending conferences in the related area can be met, if such travel, is approved by the client and the same is included in the cost of the consultancy.

20.5. The health insurance charges during visits abroad can also be paid from the project.

21.1. The Institute allots to each department a portion of the consultancy earnings. This amount can be utilised by the Head of the Department / Centre in consultation with the Departmental Consultative Committee (DCC) for subscription to membership, telephone expenses, expenses related to the travel / visits of its faculty undertaken to promote consultancy or sponsored research activities, submission of proposals, etc.

21.2. Each laboratory also gets a share of the consultancy earnings, through the distribution of consultancy charges (under Equipment Utilisation Cost).

Distribution

22.1. It is the responsibility of the Project Coordinator to make a proposal for the distribution of the amount received in a consultancy project at different stages, based on the quantum of work contributed by the team members. The form for distribution of Institutional Consultancy / Retainer Consultancy is given in Annexure III and Research Based Industrial Consultancy is given in Annexure IV.

22.2. The final distribution of the consultancy charges will be made only if the distribution proposal is accompanied with the information in the given Annexure VI.

22.3. Consultancy payment for staff appointed in sponsored projects will be permitted subject to this not exceeding the total maximum of one month's salary, in a year.

SPONSOREDRESEARCH

23. A sponsored research project may be initiated either by the faculty member of the Institute submitting a proposal to the sponsoring agency or by a client institution or industry seeking the help of the Institute. The sponsored programme can be taken individually by individual faculty/academic staff or collectively by a group of investigators. One of the investigators must be the principal investigator (PI) while others are the principal co-investigators. Funding agencies generally prefer to have a co-investigator (Co-PI) who can take the place of the principal investigator in case the latter goes on leave or resigns. Projects funded either by the Ministry of Human Resource Development, Council for Scientific and Industrial Research or those under Indo-German collaborative programmes are also governed by separate rules for specific classes.

24.1. Project proposals are generally made by the faculty/academic staff for submission to the funding agencies for their approval and sponsorship. Proposals are to be prepared in the standard format(s) prescribed by the funding agency to whom the proposal will be submitted. Apart from the objectives, proposal will contain provisions for all anticipated expenses relating to staff, equipment, materials, travel and contingencies. An Institute overhead equal to 20% of the total cost of the project is to be included in the proposals.

24.2. In the case of sponsored projects the faculty member who has less than two years only for superannuation at the time of submitting the project proposal should include another faculty member with a longer service by atleast one more year, as a Co-Investigator.

24.3. A form as in Annexure VII is also to be filled in giving the details of the infrastructural facilities to be provided by the Institute. The proposal together with the details of infrastructure required from the Department duly forwarded / approved by the Head of the Department(s) / Centre(s) is submitted to the Dean, IC & SR. The Dean after the scrutiny of the project proposal and the Institute's commitments with respect to the infrastructure facilities, issues on behalf of the Director, a Certificate for the Institute's willingness to extend support for the project utilizing the Institute's facilities. The proposal can then be forwarded to the sponsoring agency.

24.4. Proposals of value more than Rs. 30 Lakhs will have to be presented before a committee chaired by the Director.

Initial Steps

25.1. Project Identification Number: As soon as the project sanction is communicated to the Institute by the funding agency, the IC & SR assigns a project number, which is used in all correspondences within the Institute. This helps to identify the project and to facilitate the correct booking of the expenses.

25.2. Date of Commencement: The date of commencement of the project; is the date of receipt of the first installment of the project fund from the funding agency or the date of approval of the project/date of joining of the staff, whichever is acceptable to the funding agency.

Recruitment of Project Staff

26. The IC & SR helps the PIs to recruit the various category of staff required for the project. The procedure to be followed for the recruitment of each category of staff is given below:

a.Staff appointed through regular selection

27.1.Appointments can be made through campus announcement/advertisements in news papers (if sufficient funds are available) and through circulation to other Institutions.

27.2. Annexure X contains the various category of project posts, their consolidated pay and the minimum qualifications required for each post. Additional desirable qualification and experience can also be prescribed in the advertisement. If suitable candidates are not available, the post can be filled by appointing a lower category of staff.

27.3. The following step by step procedure is followed for the recruitment of staff:

27.3.1. In the case of selection process the PI has to send a request to IC & SR for recruitment of staff giving the minimum qualifications and experience, desirable qualification, duration of the appointment etc.

27.3.2. IC & SR issues the advertisement/announcement on the request of the co-ordinators as per the prescribed norms for which the expenditure if any will be debited to the project contingencies.

27.3.3. Applications from candidates including their bio-data on plain paper are received directly by the PI.

27.3.4. Applications are processed and short-listed by the PI and then sent to the IC & SR office with their recommendations for scrutiny and approval.

27.3.5. Dean, IC & SR constitutes a Selection Committee and intimates it to the PI.

27.3.6. The PI, in consultation with the Chairman and members of the Selection Committee has to fix a date and venue for the interview and also to take action for calling candidates for interview.

27.3.7. Trade tests if any and the Selection Interview are to be organised by the PI in consultation with the Chairman and Selection Committee Members.

27.3.8. Bio-Data of the candidate in the prescribed form to be obtained and certificates verified before the commencement of interview.

27.3.9. Depending upon the availability of funds, the coordinator can decide about paying travel fare by Sleeper class train/bus journey to the outstation candidates.

27.3.10. The proceedings of the Selection Committee meeting prepared in the standard format provided by the IC & SR office have to be sent to the Dean, IC & SR, for getting approval of the Director along with other papers as per the check list.

27.3.11. On approval by the Director, Dean, IC & SR issues an Offer of appointment to the selected candidate(s).

27.3.12. Appointments are initially made for one year duration which are extendable for the full duration of the project. The total duration a project staff member can be engaged in one or more projects should not exceed five years.

b.Staff appointed on ad-hoc basis

28. Staff can be appointed on ad-hoc basis at any time of the project. Application(s), to be made by the candidates for ad-hoc appointments including part-time employment are in the standard format as given in Annexure VIII. This application with the recommended salary, is forwarded by the PI to the Dean IC & SR who will appoint the staff on the advice of a committee. The committee meets every week. The candidate can be given a consolidated salary commensurate with his/her qualification and experience, conforming to the designation of the project posts.

c.Appointments through Ph.D/M.S interviews

29. Appointments can also be made through Ph.D/M.S interviews. Prior approval is to be taken from the Dean IC & SR. Requests for approval have to be sent through the Head of the Department. The Selection committee recommendations (extracts) along with the application/ Biodata of the candidate to be sent to IC & SR.

d.Part-time Employment

30. Staff can also be appointed on part-time basis, with the salary being fixed in proportion to the actual duration of work in a day

e.Duration of appointment

31. On adhoc basis for five months with 10 days break extendable upto 5 years. However staff appointed as Senior Project Officer, Project Associate can be appointed for one year and their services extended for another year without break in service.

f.Students employed on Part-time basis

32.1. Facility exists to utilize students for specific works in projects. Students registered through other categories such as through project for M.S/Ph.d are not eligible for remuneration.

32.2.Application for part time employment of students in consultancy/sponsored and other projects for U.G/P.G students (Regular scheme0 is given in Annexure IX.

32.2. Remuneration rate has to be fixed by the concerned coordinator at the rate between Rs.50/- and Rs.150/- per hour.

32.3. During the Academic session, only part-time engagement is allowed. Such part-time engagement should not exceed a maximum period of 40 hrs per months. During vacation period this is 160hrs/months.

32.4. The payment shall be only for the duration in which the student has actually worked. The payment is made based on the certification given by the co-ordinator.

32.5. All part-time payments will be only for the duration of the project. The part-time payments have to be made within two months of completion of the work by the students from the contingency head of the projects.

Project Staff Administration

33.1. The following procedure will apply with regard to the administration of staff recruited on selection or ad-hoc basis.

33.2. The Project staff will work directly under the supervision of the PI. Their attendance and punctuality in work, the allocation of duties are all made by the PI.

33.3. The personal files of the project staff will be maintained by the PI.

33.4. The project staff are eligible for 30 days Leave in full calendar year. For durations less than a year, the leave eligibility will be proportional to the number of days the staff member has worked.

33.5. Project Staff are not eligible for Bonus and LTC.

33.6. Leave can be approved by the PI. But if the leave exceeds the permitted level, it will be treated as leave without pay. This is to be approved by the Dean (IC&SR).

33.7. The female staff appointed through selection process is eligible for Maternity Leave as per Institute’s rules.

33.8. The transfer of project staff from one project to another is not permissible. They can be appointed again only through a fresh appointment process.

33.9. The project staff must be advised to give sufficient notice well in advance before they leave the project.

33.10. The salary of the last month in service will not be distributed until a no-dues certificate in the prescribed form is received from the coordinator by IC & SR office. The staff has to surrender ID card at the time of relieving.

33.11. Care must be taken by the PI to see that the staff members are not engaged beyond the duration of appointment or the closing date of the project.

Administrative Support by IC &SR

34.1. The Institute provides the following administrative support and accounting facilities for carrying out the sponsored research projects:

34.2. The Dean, IC & SR sanctions expenditure, recruitment of staff and distribution of honorarium to the PI and Institute staff.

34.3. For purchase of material and equipments the Institute rules shall apply.

34.4. Temporary advance upto Rs. 10000 is sanctioned by the Dean, IC & SR for minor purchases and incidental expenses. The PIs must settle these accounts within one month from the drawal of advance.

34.5. An imprest amount subject to a maximum of Rs. 5000/- per project is sanctioned by the Dean, IC & SR on the request of the PI. This can be operated by the PI / CI. The imprest can be utilised for petty purchases, contingencies etc and should be chargeable to sub heads like consumables or contingencies only and the specific sub head should be indicated in the recoupment account. The imprest can be periodically recouped by giving the upto-date statement of accounts along with all the bills and vouchers duly certified. The accounts can be directly settled with the Accounts Section.

35.1. The project account is being maintained by the Office of IC & SR. The expenditure can be incurred only as per the head of sanction. Any deviation or reappropriation is possible only with the prior approval of sponsoring agency. Funds also cannot be diverted, for creating the infrastructural facilities without the approval of the funding agency.

35.2. Whenever funds are to be claimed from the funding agency or bills to be sent against sanction, the same is sent to sponsoring agency by the PI through the Accounts Section. For release of grants in subsequent years also, the Accounts Section may be approached for necessary statement of Accounts (Provisional or audited as the case may be) and for utilisation certificates. Release of grants at the right time is to be ensured by the PI, as deficits in projects will affect the progress of the project.

35.3. All reimbursements to the Project Investigators and Consultants may be made to the Bank account with intimation to the Co-ordinator concerned through e-mail. The Investigators / Consultants shall indicate their e-mail ID and project account in the form of seeking reimbursement

35.4. All bills and invoices for payment against purchase order are to be sent to the Accounts Section for settlement.

35.5. All bills duly certified with all the particulars, towards hiring of taxis, purchase of books, entertainment, subcontracting, travel expenditure of visitors etc. must be sent to the IC&SR,

35.6. The accounts of the project will be audited every year. Audited Statement of Account and Utilisation Certificates will be sent to the sponsorers by IC & SR under intimation to the PI. If, however, provisional statement of Account is required for claiming funds from sponsorers, Registrar may be approached for the same.

Incentives to the PIs

36.1. The Project Investigators (PIs) can attend Conferences/Seminars workshops in related areas utilising the project grants. There is no ceiling for registration fee for attending National or International Conference held in India or abroad. Specific approval of the funding agency to utilise the grants for travel abroad is to be obtained.

36.2. Health Insurance coverage, during visits abroad and personal accident insurance for both PI and project staffon work relating to projects is permitted.

36.3. Membership (life or annual) of a professional body and subscription to journals out of the Departmental Fund is permitted upto a ceiling of US $ 200 in a year.

36.4. Telephone charges upto Rs. 750 per month as per Institute’s rules out of Department Fund may be paid for the duration of the project.

.TRAVEL

37.1. The PIs/Consultants are permitted to be away on an average of one day per week (not exceeding four days in a calendar month) on duty for project work. Prior permission of the Dean, IC & SR in prescribed form sent through the Head of the Department / Centre, must be obtained for all such travels.

37.2. The staff member who will be undertaking the travel has to fill up the approval form as given in Annexure V. PI and Head of Department / Centre have to countersign the form. This is forwarded to the Dean, IC & SR for approval. Care must be taken by the PI that the total expenditure for travel does not exceed the amount allotted for the purpose. The final TA bill Annexure VI after performing the journey has to be forwarded to the Accounts Section directly.

37.3. International travel in projects can be permitted only with the concurrence of the client.

37.4. The short and long visits abroad by the Project Investigators requires a certification by Dean, IC & SR that they have made alternate arrangements for carrying out the projects / consultancy during their absence. Therefore the PIs are to take note of the following, before sending the request to Dean, IC & SR.

37.4.1. (a) For short leave (30 days to 90 days): When one of the investigators goes on short leave, the other investigator(s) should also give his concurrence in writing that he will be available to carry out the project. If by chance all investigators are absent they must get a written concurrence from another faculty member to carry out the project in their absence.

37.4.2. (b) For long leave (more than 90 days) Under the normal circumstances, the project investigators should not proceed on long leave without completing the project and submitting the final report to the sponsoring agency.

37.5. In case there are more than one investigator, the remaining investigator(s) should give their written concurrence that they will carry out the project during the long absence of the one of the investigators.

37.6. However, the long absence of the investigator should have the concurrence of the funding agency. Also, the concurrence of the sponsoring agency should be obtained to nominate any other faculty as an investigator.

37.7. The client shall meet all the travel, boarding and incidental expenses of the travel undertaken for the work. This should be specified and included in the estimated cost of the project.

37.8. TA and DA may be reimbursed on presentation of certified bill as per Institute’s norms.

37.9. Project staff on tour can be reimbursed boarding and lodging expenses, on production of certified billsas per Institute’s norms.

37.10. Project staff who are posted at site are eligible for site allowance at the rate of 15% of the consolidated pay per month.